Event Specialist

* Manages logistics for University leadership events along with other campus partner events.* Provides planning and execution support for the annual University Convocation ceremony and events.* Creates planning timelines and ensures that every task gets completed for each event.* Coordinates and oversees event logistics, including but not limited to venue research and selection, security, catering, transportation, floral installations, floor plan, linen, equipment, audio-visual, and custodial services per event.* Creates and manages event budgets. Adheres to the overall budget for each event and track cost-saving initiatives from year to year if an annual event. Processes all invoices after each event.* Coordinates with the appropriate University colleagues and Event Administrator to determine invitees and compile guest lists for event invitations.* Produces and deploys event invitations.* Produces all printed event materials such as nametags, place cards, table tents, table diagrams, brochures, programs, etc. with support from the Event Administrator.* Creates and distributes comprehensive event memos/briefings to University leadership and to the events office team.* Provides on-site event production. Works effectively with other event professionals and vendors, to execute each event.* Coordinates events debrief meetings for events (if applicable).* Works to implement ideas for improvement as they are identified in addition to providing post-event feedback on turnout and vendor performance with direction from others.* Is flexible to absorb additional responsibilities as needed as part of a growing and collaborative team.* Performs administrative and related duties as required.* Executes day-to-day event logistics, and other moderately complex assignments with some guidance from others.* Assists with research, including vendor selection and contract negotiation. Keeps track of all expenses, prepares reports on costs, using existing procedures to solve moderately complex problems as they arise.* Performs other related work as needed.**Preferred Qualifications****Experience:*** A minimum of 2-5 years of progressively responsible experience in event and meeting planning and management, preferably in a higher education setting.**Technical Skills or Knowledge:*** Maintain working knowledge of a range of computer systems, including Microsoft Office Suite.* Ability to execute events and meetings within an established budget.**Preferred Competencies*** Well organized and detail-oriented in all aspects of their work, but especially when meeting recurring and critical deadlines and/or planning events, meetings, and ceremonies.* Appropriately represents University leadership, including strict adherence to professional appearance, demeanor, and manner of interacting with others.* Maintain a calm and courteous demeanor while managing competing priorities, a heavy workload, complex problems, and tight deadlines.* Work independently and in a team environment.* Delivers high-quality results in a dynamic environment and anticipate future needs.* Strong written and verbal communication skills.* Sound judgment and excellent critical thinking skills.* Demonstrated ability to be highly organized and take initiative.* Multi-task and manage multiple priorities simultaneously.* Excellent organizational and analytical skills.* Manage sensitive and confidential information with tact and discretion.* Ensure a high degree of accuracy in a demanding environment.* Provide superior customer service skills, teamwork, and attention to detail.* Understands the University culture and reflects it well in the quality of the events planned and executed.* Must be in Chicago, on site at the University.* Ability to lift and carry at least 25 pounds of supplies and equipment to event locations.* Occasional evening and weekend work required.When applying, the document(s) **MUST** be uploaded via the **My Experience** page, in the section titled **Application Documents** of the application.The University of Chicago is an urban research university that has driven new ways of thinking since 1890. Our commitment to free and open inquiry draws inspired scholars to our global campuses, where ideas are born that challenge and change the world.We empower individuals to challenge conventional thinking in pursuit of original ideas. Students in the College develop critical, analytic, and writing skills in our rigorous, interdisciplinary core curriculum. Through graduate programs, students test their ideas with UChicago scholars, and become the next generation of leaders in academia, industry, nonprofits, and government.To learn more about the university click here #J-18808-Ljbffr